Privacy policy for QbD Group
Date of publication: 10-10-2024
We at QbD Group and our affiliates handle the personal data of our (potential) job applicants as part of our recruitment process. This privacy policy explains how we process your personal data and outlines your rights when we collect, use, and protect your personal data.
Scope
This privacy policy applies to:
- Quality for You BV, QbD Growth BV, QbD Flanders NV, QbD Wallonia BV/SRL, QbD Clinical NV, QbD Group, Quality by Design BV (Netherlands), Quality by Design France SRL, QbD Group UK Ltd, QbD PharmaProjects Spain SL, QbD Austria GmbH, QbD Foundation, Qarad BV, Qarad EC-REP BV, Qarad UK Ltd, Qarad Suisse SA, AZIERTA LIFE SCIENCES & HEALTH CONSULTING FIRM, S.L, BPF part of the QbD Group SA de CV, QPRO – Part of QbD, Quercus Labo BV
This privacy policy also covers all companies organized under the laws of Belgium, the Netherlands, France, the United Kingdom, Spain, Austria, Switzerland, Poland, and Colombia that are part of the QbD Group.
1. What personal data do we collect?
When you apply for a role, we collect the personal data you provide. This includes:
- First name, last name, date of birth, email address, telephone number, resident address, qualifications, skills and experience, employment history, resume.
2. How do we use your personal data?
We use your personal data to:
- Consider your application for the role you applied for.
- Evaluate your application for other roles within the company.
- Communicate with you about current and future recruitment processes.
- Enhance the information you provide with third-party data.
- Build a talent pool for future job openings.
- Start the onboarding process after successful recruitment.
3. What are the legal grounds for processing your personal data?
The legal basis for collecting and using your personal data is our legitimate interest in recruiting staff for our business. By applying, you consent to be included in our talent pool for future vacancies for a period of 3 years.
4. Who do we disclose your personal data to?
We may share your personal data with:
- Members of the QbD Group.
- Trusted third parties who provide recruitment-related services on our behalf.
5. How do we protect your personal data?
We use various measures to ensure your data is secure, including:
- Staff training on privacy obligations.
- Technological measures like firewalls, encryption, and restricted access.
- Physical security measures like badges and locked cabinets.
6. How long do we keep your personal data?
- If your application is successful, your data will be retained as part of your employment record for the duration of your contract and at least 3 years thereafter.
- If your application is unsuccessful, we will retain your data for 3 years with your consent for the talent pool, after which we will seek your consent again.
7. Where are your personal data stored?
Your data is stored within the European Economic Area (EEA). In some cases, it may be transferred outside the EEA. When this occurs, we ensure appropriate safeguards are in place.
8. Your rights
You have the right to:
- Access, update, or delete your data.
- Restrict or object to the processing of your data.
- Withdraw consent for data processing.
- Receive a copy of your data in a machine-readable format.
To exercise these rights, contact dpo@qbdgroup.com.
9. Right to complain
If you believe your rights have been violated, you can lodge a complaint with the Belgian Data Protection Authority or the relevant authority in your country.
10. Changes to this privacy policy
We may update this policy to reflect changes in laws or our practices. The latest version will always be available on our website.
Contact
For questions or to exercise your rights, email us at dpo@qbdgroup.com.
Annex – Local Privacy Addendum for Poland
This document constitutes the Polish Annex referred to in the QbD Group Privacy Policy (published on 16/06/2025) and applies specifically to SciencePharma sp. z o.o. (Poland). It outlines local deviations and additions required to comply with Polish legal requirements and practices.
1. Local Legal Basis and Storage Periods
Personal data of candidates is processed in accordance with Article 221 §1 of the Polish Labour Code and Article 6(1)(c) GDPR (legal obligation) in the recruitment context.
The personal data of candidates who have not been hired will be retained for a period of 6 months following the conclusion of the recruitment process, for the purpose of defending against potential claims (in accordance with the limitation periods set out in labour law), unless the candidate has given consent for their data to be processed for the purposes of future recruitment processes.
2. Data Recipients
Data may be shared with authorized employees of SciencePharma or entities supporting recruitment under data processing agreements compliant with Polish data protection law.
3. Contact with Supervisory Authority
The competent supervisory authority in Poland is:
The President of the Personal Data Protection Office (PUODO)
ul. Stawki 2, 00-193 Warsaw
https://uodo.gov.pl
4. Language
This Annex is drafted in both Polish and English. In case of discrepancies, the Polish version shall prevail.
